Okay, you have the new version of Java installed, now what?

ALL training directors and assistant training directors can submit session notifications for their school. However, only those schools who have paid for electronic submittal authorization can submit rosters. Contact DCJS at 804.786.4700 if you wish to apply for this service.

Accessing Osprey

Every Time
Before you can access Osprey, you'll need to be connected to the Internet. If you use a dial-up connection, be sure to have that active before proceeding.

First Time
Even though Osprey doesn't run within a browser, you'll need a browser to get to it the first time. So to run Osprey the first time, type http://ps.dcjs.state.va.us/osprey.jnlp in the address bar of your browser and click ”go” (or whatever is next to the address bar and will take you to another site).

If everything is set up correctly, you'll see a Java WebStart window, then the blue Osprey splash screen, and finally the Osprey logon screen.

Second Time
After you've run Osprey once, you have 2 choices for starting it up from now on:

1. Via the provided link, http://ps.dcjs.state.va.us/osprey.jnlp, like you did the first time;

OR

2. Directly through Java WebStart. To access it through Java WebStart, open WebStart, select "Osprey" and click the "Start" button.

UNIX users may especially prefer to access Osprey trough Java WebStart since it doesn't require starting a browser to get to the link.

Windows users have another, even easier option. The second time you run Osprey, you will be asked if you'd like to install a shortcut on your desktop and/or within your Start menu. We suggest that you accept both of these shortcuts, because if you do, you'll be able to simply double click the shortcut on your desktop (or select the shortcut on your Start menu) to open Osprey from now on!

Each Time Thereafter

• Once again, be sure you're connected to the Internet (AOL users should minimize their browsers).
  
  
• Connect to Osprey! (Windows users can simply click one of the shortcuts previously created).

Each time you start Osprey, it will check to see if there have been any updates, and if so, it will automatically obtain and run the latest version of itself for you. You will always be running the latest version of Osprey, without ever needing to update it yourself!

FYI:
We've also placed a link to Osprey on the DCJS website; here's how to find it:

• Point your browser to the DCJS Private Security Services homepage http://www.dcjs.virginia.gov/privateSecurity
• Click the "Training Schools" link on the menu to the left side of the page that comes up.
• Click the "Osprey Online School System" link.
• Click the "Access Osprey" link.

Two key points to remember:

1. You MUST be connected to the Internet to access Osprey, even though it runs as an application on your desktop.
2. Every time Osprey starts it automatically checks for newer versions, i.e. it upgrades itself and only downloads a newer version if/when it needs to.

I have a shortcut, what’s next?

Once you have accessed Osprey, you come to the login screen. As with the old system, the user name is your individual DCJS id number. The password is the one assigned to your school. If you do not know your DCJS id number or your school pin, please contact the Private Security Services Section at 804.786.4700. Remember only training directors and assistant training directors can access Osprey.

Once your are logged in, you will come to a main screen with several menu options across the top. These menus are:

• Osprey
  
  
• Sessions
  
  
• Help

Let’s look at each menu option separately.

Osprey menu has 2 options:

• Print: allows you to print any printable screen – which is most screens.
  
  
• Exit: which will close the program and end your current connection – i.e. logs you off.

REMEMBER: To navigate through Osprey use the menu options. If you click on the “X” at the top right hand corner, it will close the entire program and end your current connection.

Help has two main options:

• Contents: allows you to search for instructions based on topics.
  
  
• About: displays information about the major version of Osprey you're running.

The most important menu option is Sessions. We will discuss this in more detail.

• Completed (Roster Entry): shows completed sessions that are awaiting rosters. If you've signed up with us, you can submit your rosters electronically!
  
  
• Planned (Notification): allows you to enter session notifications and see/modify/cancel previously submitted session notifications.
  
  
• Running: NEW FEATURE! Allows you to view and print sessions that have already started but are not yet finished. You cannot make any changes to the notification or cancel the session once it has started.
  
  
• Roster Submittal Results: shows the results of the most recent roster submittal. These results can be accessed during the connection UNTIL a new roster is submitted.

Okay, now what do I do?

Submitting Session notifications:

1. Click on “Planned” under the “Sessions” menu option.
2. Click the "Add" button to create a new session.
3. On the dialog that presents itself, set the session information.
   • Select the Course Taught. The courses shown are those your school is authorized to teach.
   • Specify the Start Date and time.
   • Specify the Completion Date and Ending Time.
   • (Note: Dates must be entered in a MM/DD/YYYY format.)
   • Select the Instructor that will teach the course. The instructors listed are those currently authorized to teach at your school.
   • If the course requires a firing range, select one of the ranges available to school
   • Enter the Location for the course.
   • Optionally, place any Comment you may desire to include with the session.
4. Click the "Commit" button to submit your notification.
5. Once you have committed you session, Osprey will take you back to the “Planned” list. Your new session notification will automatically appear in chronological order in this list.
   • Once a session is over it moves from “Planned” to “Completed” so you can enter the roster if you have applied with us to do so.
   • Sessions are listed in chronological order from the earliest to the most recent.
   • Osprey has drop down menus for instructor, course, range (if applicable), and start/completion times. It will only show choices for those that are specific to your school.
   • Osprey has boxes for entering location, comments, and start/completion times. You must fill in a location as well as dates for the session to be saved.
   • Osprey will prompt you if any required fields.

Viewing and Changing Planned Sessions:

1. Click on “Planned” under the “Sessions” menu option.
2. Click on the session you wish to change and click “View.” (Or you can double-click the desired session instead.)
3. A smaller window will open that shows the details of the session notification.
4. Osprey will have certain fields ‘grayed-out’ so they cannot be changed.
5. If the session has not started yet, you may change: instructor, completion date, completion time, range, and location.
6. Click the "Commit" button to submit your changes.

How to Cancel a Session:

1. Click on “Planned” under the “Sessions” menu option.
2. Click on the session you wish to cancel, then click “view.” (Or you can double-click the desired session instead.)
3. A smaller window will open that shows the details of the session notification.
4. Click the “Cancel Session” button.
5. A message window will pop up saying “Are you sure you wish to cancel this session? If so, please enter your reason why.”
6. If you decide not to cancel the session, just click “No” and you will be returned to the list of planned sessions.
7. If you wish to cancel the session, type in a reason such as “snow” or “no students enrolled” and click “Yes.”
8. Once a session is cancelled, you will be returned to the list of sessions and the canceled one will no longer be in that list.

Submitting Rosters:

1. The completed sessions are listed in order starting with the most recent. Hopefully, this will keep you from having to scroll to find the right course.
2. Click on the course for which you wish to add a roster. Do NOT double click or it will only show the session details.
3. Click the “Add Roster” button.
4. Osprey tells you if a roster has already been submitted and will state “amended roster” on the Roster Submittal Results page.
5. A dialogue box will appear that says, “Please enter the number of students for this roster.” If you have already entered a roster during this connection, you have the option of using the students from the last roster. This should help those of you who have students taking more than one course. If you do not enter a number, it will give you one row. You can always click the “Add Row” button for more students. (Pressing your “Enter” key when on the last roster line also adds a new row).
6. Type in a number and click “OK” or “use the students from the previous roster.” Don’t worry about the numbers, you can always add and delete students as needed. When committing a session, Osprey will ignore any empty rows.
7. After you’ve clicked “OK” you will be brought to the roster entry screen.
8. Here you may change the instructor, but you must provide a reason for the change.
9. Enter the SSN and name of each student.
10. Click on the “Commit” button when finished.
11. If you do not enter names, it will ask you for them. This helps DCJS if the SSN is incorrect for an in-service class and will not import; we can then check the name in our database and give them proper credit.
12. Osprey will ask if you have ensured the accuracy of all student names and SSNs. If you have click “Yes” and it will take you to the “roster submittal results” screen.
13. If you have not, then click “No” and make any necessary changes to the names and SSNs.
14. To enter another roster, go to the main “Sessions” menu and choose the “Completed” option.
15. Rosters will be imported the next morning into Sherlock by the Training Specialist.

Helpful Hints:

• Any error messages will give a hint across the top. If calling DCJS to say something isn’t working, please tell us what the error message is so we can correct the problem.
• Osprey will ask you questions to guide you through the process.
• Grayed-outfields cannot be changed.
• All session lists are searchable. Just click the column header that you wish to search by – course, description, date, time, or location—Osprey will automatically order the lists. Then click in the “search” area and type in what you are looking for. The first item with the requested search parameters will be highlighted.